Executive Secretary

Summary:

Under the direction of the Lytton Rancheria of California Tribal Chairperson and the Tribal Council, the Executive Secretary provides high-level administrative support serving as the assistant to the Tribal Chairperson, while also supporting the Tribal Council.

This Executive Secretary is responsible for managing a variety of critical administrative functions, including coordinating communications, scheduling, maintaining calendars, document management, and special project participation and/or oversight, all while ensuring the utmost confidentiality and professionalism.

Essential Functions and Responsibilities:

· Draft and edit formal correspondence, comprehensive reports, meeting minutes, and presentations as directed by the Tribal Chairperson and Tribal Council.

· Prepare and organize agendas, supporting materials, and presentations for meetings and conferences; attend meetings, record accurate minutes, and follow up on action items to ensure timely execution.

· Oversee the Master Calendar, manage scheduling, and coordinate travel arrangements and meeting logistics to ensure seamless operations.

· Maintain and update the Tribal Membership database with precision and confidentiality.

· Utilize desktop publishing skills to produce high-quality reports, manuals, legal documents, charts, and other essential materials.

· Manage logistics for workshops and committee meetings, including coordinating notices and sign-in sheets.

· Direct all media inquiries to the media consultant and inform the Tribal Chairperson of all media-related calls or communications.

· Uphold the highest level of confidentiality in managing sensitive information related to the Tribal Chairperson and Tribal Council’s affairs.

· Perform other administrative duties and special assignments as required to support the Tribal Chairperson and Council in fulfilling their duties.

· Other duties as assigned.

Required Qualifications

· Proven experience in an executive support role, such as Executive Assistant, Project Manager, or a similar leadership-adjacent position, providing direct assistance to senior management.

· Strong organizational and time-management skills with a demonstrated ability to prioritize and manage multiple complex tasks and projects simultaneously.

· Exceptional business-professional written and verbal communication skills, with the ability to interact effectively with C-level executives, clients, government agencies, Tribal members, and the general public.

· Meticulous attention to detail, ensuring the accuracy and integrity of all tasks and documentation.

· Demonstrated experience handling confidential information with the utmost discretion and integrity.

· Advanced proficiency in modern office technology, including hardware, software, and digital tools, to enhance productivity and efficiency.

· Strong problem-solving capabilities, with a proactive approach to anticipating and resolving challenges in a timely manner.

· Proven ability to work independently with minimal supervision while contributing effectively to a collaborative team environment.

· At least 18 years of age.

· High school diploma or equivalent

· Fluent in English, with proficiency in both written and verbal communication.

· Ability to obtain and maintain all required work credentials as mandated by the organization.

· Reliable transportation for work-related duties.

· Verify right to work in the United States.

Preferred Qualifications

· Previous experience as executive assistant supporting a C-level or executive-level position.

· AA or Bachelor’s degree in Business Administration, Management, or a related field.

Physical Requirements

· Ability to sit or stand for extended periods while performing office tasks.

· Frequent use of hands and fingers for typing, filing, and handling office equipment.

· Ability to lift and carry up to 15 pounds, including office supplies and equipment.

· Occasional walking or standing to attend meetings, deliver documents, or assist with office organization.

· Ability to visually focus on computer screens and documents for extended periods.

· Ability to perform repetitive tasks involving data entry and office tasks with attention to detail.

· Must be able to handle a standard office environment with occasional noise and interruptions.

Work Environment Potential Conditions

· Work is performed primarily indoors.

· Tasks may be performed on uneven, inclined, hard and soft carpeted floors, cement structures and surfaces.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. Must be able to perform the essential functions of the position with or without reasonable accommodation.

Qualified Native Americans will be given preference in employment as required by the Indian Self-Determination and Education Assistance Act (25 U.S. 450, ET. Seq) and other relevant laws. In accordance with Title VII of the 1964 Civil Rights Act, Sections 701(b) and 703(1), preference in filling all vacancies may be given to qualified American Indian candidates. In other than the proceeding situations, the Lytton Rancheria of California an Equal Opportunity Employer (EOE)

Pay: $34.61 - $38.46 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person